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On Demand Migration Current - User Guide

About On Demand Migration Working with On Demand Migration Account Migration Mailbox Migration OneDrive Migration Microsoft Teams Migration Microsoft 365 Groups Migration SharePoint Migration Public Folders Migration Troubleshooting Finalizing the Migration Appendix A: Working with PowerShell

Dashboard

The SharePoint migration dashboard presents quick links to help you prepare and migrate SharePoint content with intuitive data points and key performance metrics.

TIP: Click Refresh Project to get the latest updates for the SharePoint workspace.

The dashboard sections are described below:

Notification panell - displays helpful information that may include links to manage the content migration

Dashboard Menu - contains links to the following actions:

  • Discover site collections - starts the New Discovery Task wizard to collect information about SharePoint sites in the source tenant. For more information see Discovering SharePoint Site Collections.
  • Configure project - starts the Edit Project wizard for configuring migration defaults, SharePoint Admin Center URLs and multi-geo settings. For more information see Configuring the migration Project.
  • Refresh project - refreshes the SharePoint migration project settings.

Getting Started - presents quick start links to the various actions for preparing and migrating SharePoint content.

Global Term Store - indicates the status of the Term Store migration. You must migrate the Global Term Store before you migrate SharePoint sites.

To migrate the Global Term Store:

  1. Click Migrate Term Store from the Actions menu. The Migrate Term Store wizard opens.
  2. Step 1: Notification
    1. Send notification email once the task is completed - select this option to send a notification email when a discovery task completes.
      • Only in a case of failure - Select this option to send the email if the discovery task fails to complete successfully.
    2. Recipients - enter the email address of the recipients of this email. You can specify multiple recipient email addresses separated by semicolon.
    3. Click Next.
  3. Step 2: Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated only after you complete the task wizard.
      • Run now - task runs immediately.
      • Run later - task must be started manually.
      • Schedule - task will be started at a future date and time.
        • Start - enter the start time for the task.
    2. Click Next.
  4. Step 3: Summary
    1. This step lists the following configured options for this task.
      • Name - Specify a name for the task. The default name is Migrate Term Store.
      • Source tenant - name of the source tenant.
      • Scheduled start - expected start time of the task.
    2. Click Back to change configurations if necessary or click Finish to save and start the task as scheduled.

SharePoint site migration status - indicates the number of SharePoint sites being migrated with a color coded status bar that indicates the migration count of the SharePoint sites.

Item Migration Progress - status count of SharePoint content that is discovered in the source tenant and migrated to the target tenant. The following metrics are displayed:

  • Discovered items on source
  • Items selected for migration on source
  • Migrated items on target

File Count (per hour) - performance chart that indicates the files migrated per hour.

Content migration (per hour) - performance chart that indicates the SharePoint items migrated per hour.

Configuring the Migration Project

  1. Log in to Quest On Demand and choose an organization if you have set up multiple organizations.
  2. From the navigation pane, click Migration to open the My Projects list.
  3. Create a new project or open an existing project.
  4. From the project Dashboard click Open in the SharePoint tile.
  1. Click Configure Project on the SharePoint project dashboard menu. The Edit Project wizard starts
  2. Step 1: Project Settings
    1. Set Migration Defaults

      Default Target User - Specify the default target user to use as the site collection owner when the existing owner has no match in the target tenant. During the migration, On Demand Migration checks whether accounts associated with the source site are matched with accounts in the target tenant. Depending on the results, one of the following actions is performed:

      SharePoint Entity Matched owner found Matched owner missing Matched owner and default user missing
      Top-level sites (site collection) Target account matched with source owner Default target user Migration Task fails
      Sub sites System account

      System account

      Lists

      System account

      System account

      Folders Target account matched with source owner Default target user

      NOTE: Migrated list items and files will retain the source user metadata if the user has not been matched with Accounts in the target tenant. This includes Created by, Modified by and Person column metadata on list items and documents. The default target user is not used for matching list items or files.

    2. Set SharePoint Admin Center Urls

      The SharePoint migration service builds the expected SharePoint Admin Center URL based on SharePoint's default naming convention. If a customer has custom SharePoint Admin Center URLs, these URLs should be set manually.

      • Source SharePoint Admin Center Url - Enter the SharePoint Admin Center Url of the source tenant.
      • Target SharePoint Admin Center Url - Enter the SharePoint Admin Center Url of the target tenant.

      NOTE: On Demand Migration does not validate SharePoint Admin Center URLs. These URLs are a subject of special request to Microsoft. Do not change the default URL if the custom one is not yet approved by Microsoft.

    3. Click Next.
  3. Step 2: Multi-Geo settings

    Migrated SharePoint sites can be mapped to geo locations in the target tenant with the Map Geo Location Task. The task requires a CSV file that contains the mappings for the migrated sites. For more information about the CSV file format see Mapping geo locations. You can control how the mapping in the target tenant is determined by configuring the following settings:

    1. When the SharePoint project is created a task (Name = Refresh Project) runs. The task determines whether the target is enabled for geo location, and retrieves the set of active geo locations from the target teanant.
      • Default target geo location - choose a default geo location from the set of active geo locations discovered in the target tenant.

      NOTE: If a new geo location is added to the target tenant after the SharePoint project is created, the task (Name = Refresh Project) must be rerun.

    2. Choose an option for migrating sites to a multi-geo tenant.
      • Use target geo location. If undefined use geo location of source site. Otherwise use default target geo location - The Target Location column in the CSV file that is used for geo mapping sites, will be used by the Map Geo Location Task to determine the geo location of the migrated site in the target tenant. If the column value is blank or invalid, the geo location of the site in the Source Location column will determine the geo location in the target tenant. If the column value is blank or invalid, the Default target geo location will be used.
      • Use target geo location. If undefined use default target geo location - The Target Location column in the CSV file that is used for geo mapping sites will be used by the Map Geo Location Task to determine the geo location of the migrated site in the target tenant. If the column value is blank or invalid, the Default target geo location will be used to determine the geo location in the target tenant whether or not a geo location is specified for the site in the Source Location column of the CSV file.
  4. Click Finish.

Discovering Site Collections

The On Demand Migration for SharePoint service must have a reference list of all the site collections and sites that can be migrated to the target tenant. There are two ways to discover the site collections in the source tenant:

NOTE: Before you begin, ensure the you have migrated all the accounts to the target tenant. At the minimum, ensure that all SharePoint users are migrated. For more information see Account Migration.

Discovering all site collections

This is the simplest approach which uses the Discovery Task to inspect the source tenant and discover all the site collections.

To start the Discover Site Collections Task:

  1. Log in to Quest On Demand and choose an organization if you have set up multiple organizations.
  2. From the navigation pane, click Migration to open the My Projects list.
  3. Create a new project or open an existing project.
  4. From the SharePoint tile on the project dashboard click Open. The SharePoint Dashboard opens.
  5. Do one of the following:
    • From the Dashboard menu, click Discover Sites > Discover All Sites.
    • Click the SharePoint Contents tab. Then click Discover Sites > Discover All Sites.

    The New Discovery Task wizard opens.

  6. Step 1: Notification
    1. Send notification email once the task is completed - select this option to send a notification email when a discovery task completes.
      • Only in a case of failure - Select this option to send the email if the discovery task fails to complete successfully.
    2. Recipients - enter the email address of the recipients of this email. You can specify multiple recipient email addresses separated by semicolon.
    3. Click Next.
  7. Step 2: Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated after you complete the task wizard.
      • Run now - task runs immediately.
      • Run later - task must be started manually.
      • Schedule - task will be started at a future date and time.
        • Start - enter the start time for the task.
    2. Click Next.
  8. Step 3: Summary
    1. Verify the task specifications as described below:
      1. Name - name of the task. The default name is Discover Site Collections Task. You can specify a custom name.
      2. Source tenant - name of the tenant where the site discovery occurs.
      3. Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.
  9. When the task completes, the SharePoint Contents list is updated. The Provision state of each site is set to Discovered.

Discovering site collections from a file

When you want to migrate a few sites, you can run the discovery process by using a CSV file. The file contains the site URLs and restricts the discovery of sites to the list of URLs provided in the CSV file. This is a two-step process:

Step 1: Preparing the CSV file

NOTE: CSV file names with non-ASCII characters are not supported. Using a CSV file provides the following additional benefits:

  • The CSV file could contain more columns. The extra columns are ignored. If there are multiple columns with the headers URL, URI or SourceURL, all the columns will be processed.
  • The URL could be either a relative URL or a URL with a fully qualified domain name. For the root site (e.g. https://starzcorp.sharepoint.com) use "/" as the relative URL.
  • The specified URL can be in upper, lower or mixed case. Case is ignored during discovery.

You can prepare the CSV file in two ways:

  • Download the CSV file from the SharePoint Admin Center
    1. Log in to the SharePoint Admin Center of the source tenant.
    2. From the navigation pane, click Active sites.
    3. From the Active sites page menu, click Export to download the CSV file.
    4. Edit the CSV file to list only the sites in the URL column that should be discovered. You can either delete the other columns to maintain a cleaner list.
  • Create a new CSV file
    1. Enter the column header as URL or SourceURL. It is case insensitive.
    2. Enter the URLs in the subsequent rows manually.

Step 2: Starting the discovery task

  1. Log in to Quest On Demand and choose an organization if you have set up multiple organizations.
  2. From the navigation pane, click Migration to open the My Projects list.
  3. Create a new project or open an existing project.
  4. Click theSharePointtile, or click Open from the SharePoint tile to open the SharePoint dashboard.
  5. Do one of the following:
    • From the SharePoint Dashboard menu click Discover Sites > Discover Sites from File.
    • Click the SharePoint Contents and then click Discover Sites > Discover Sites from File.

    The New Discovery Task wizard opens.

  6. Step 1: Discovery Options
    1. Click Browse and locate the CSV file that contains the site collections to be discovered.
    2. Click Open in the File Explorer window to load the file into the wizard
    3. Click Next.
  7. Step 2: Notification
    1. Send notification email once the task is completed - select this option to send a notification email when a discovery task completes.
      • Only in a case of failure - Select this option to send the email if the discovery task fails to complete successfully.
    2. Recipients - enter the email address of the recipients of this email. You can specify multiple recipient email addresses separated by semicolon.
    3. Click Next.
  8. Step 3: Schedule
    1. Choose from one of three options to schedule the task. The scheduler will be activated after you complete the task wizard.
      • Run now - task runs immediately.
      • Run later - task must be started manually.
      • Schedule - task will be started at a future date and time.
        • Start - enter the start time for the task.
    2. Click Next.
  9. Step 4: Summary
    1. Verify the task specifications as described below:
      1. Name - name of the task. The default name is Discover Site Collections Task. You can specify a custom name.
      2. Source tenant - name of the tenant where the statistics will be collected.
      3. Scheduled start - date and time when the task will start. Now indicates that the task will start immediately.
    2. Click Back to revise or review a previous step or click Finish to complete the task wizard and start the task as scheduled.
  10. When the task completes, the SharePoint Contents list is updated. The Provision state of each site is set to Discovered.

 

Managing Sites with Collections

SharePoint site collections, sites and lists can be grouped in collections.

Migrating large numbers of SharePoint site collections requires careful planing. The site collections could belong to different offices and geographical locations or sensitive departments. Organize the SharePoint site collections into logical groups called collections to make large SharePoint site collections more manageable. SharePoint sites, webs and lists can be grouped in collections.

Working with the Collection Dashboard

The Collection Dashboard shows the collection-specific summary, allows you to see SharePoint site collections added to it, create tasks for them, and monitor the progress of tasks.

  • To view the collection dashboard for an existing collection
    1. Log in to Quest On Demand and choose an organization if you have multiple organizations.
    2. From the navigation pane, click Migration to open the My Projects list.
    3. Create a new project or open an existing project.
    4. From the project dashboard, click Open in the SharePoint tile to open the SharePoint workspace.
    5. From the top-right corner of the workspace, click Select Collection and then select the collection to view. The collection Dashboard is displayed.
    6. Click the SharePoint Contents tab. You will see the list of SharePoint site collections that belong to the collection.
  • To see the tasks for collection-specific sites, use the corresponding tile on the collection Dashboard or open the Tasks tab.
  • To see the events related to the collection, use the corresponding widget on the collection Dashboard or open the Events tab.
  • To rename or delete the collection, click the corresponding buttons in the toolbar.
  • To return to the project dashboard, click the project name in the navigation bar.

Adding SharePoint site collections to Collections

You can add SharePoint site collections to collections in three ways:

To add selected SharePoint site collections to a new collection:

  1. From the project dashboard, click Open in the SharePoint tile to open the SharePoint workspace.
  2. Select the SharePoint Contents tab.
  3. Select the SharePoint site collections you want to combine into a collection.
  4. From the actions toolbar, click New Collection. The New Collection dialog opens.
  5. Enter a collection name in the Collection name field and click Save to add the selected SharePoint site collections to the collection.

To add selected SharePoint site collections to an existing collection:

  1. From the project dashboard, click Open in the SharePoint tile to open the SharePoint workspace.
  2. If you need to create a new collection:
    1. From the top-right corner of the workspace, click Select Collection > + New Collection
    2. Enter a collection name and click Save to add this collection to the project.
  3. From the actions toolbar, click the SharePoint Contents tab and select the site collections that you want to add to the collection.
  4. Click More Actions > Add to Collection. The Add to existing collection dialog opens.

  5. Select a collection from the Collection name dropdown and click Save to add the selected SharePoint sites to the collection.

To create one or more collections with a CSV file:

This is a two-step process as described below:

Step 1: Prepare the CSV file

NOTE: CSV file names with non-ASCII characters are not supported. Using a CSV file provides the following additional benefits:

  • Multiple collections can be created with the same CSV file.
  • Existing collections can be specified in the CSV file to add additional site collections
  • SharePoint site collections can be listed in multiple collections

Use the format shown below:

SourceURL - site collection URL.

Collection - collection name.

Step 2: Import the CSV file

  1. Click the SharePoint Contents tab.
  2. From the actions toolbar, click More Actions and then click Import Collections. The Import Collections from File dialog opens.
  3. Click Browse and select the CSV file. The selected CSV file name appears.
  4. Click Import.

NOTE: SharePoint site collection URLs in the CSV that have not been discovered cannot be added to the collection.

To gather a site and all its children into a collection

  1. From the top-right corner of the workspace, click Select Collection and then select the collection to view.
  2. If needed, add one or more SharePoint site collections to the collection
  3. Select one or more site collections.
  4. Run the Discover SharePoint Contents task.

NOTE: SharePoint content discovered during a migration will be added to the collection as well if the parent site collection is present .

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